Privacy Program Resources

NARA Privacy Act Systems: NARA 3

SYSTEM NAME: Donors of Historical Materials Files


SYSTEM LOCATION: Donors of historical materials files are maintained in the following locations:

       (1) Office of Research Services;
       (2) Individual Presidential libraries;
       (3) Presidential Materials Division;
       (4) Center for Legislative Archives; and
       (5) Office of Strategy and Communications (NARA Historian).

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals covered by this system include donors and potential donors of historical materials and oral history interviews to the National Archives.

CATEGORIES OF RECORDS IN THE SYSTEM: Categories of records in this system may include: Correspondence; deeds of gift; deposit agreements; accession files; accession cards; accession logs; inventories of museum objects; and oral history use agreements, all of which are related to the solicitation and preservation of donations and oral history interviews. These files may contain the following information about an individual: Name; address; telephone number; occupation; and other biographical data as it relates to the solicitation and donation of historical materials and oral history interviews.


ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES: NARA maintains donors of historical materials files on people to: Record deeds of gift and oral history use agreements; administer the solicitation of, accessioning of, and access to, historical materials; maintain control over the accessions program; and facilitate future solicitations of gifts. NARA may disclose these records to other Federal agencies and former presidents and their agents as NARA administers the access provisions of a deed of gift. The routine use statements A, F, G, and I, described in Appendix A also apply to this system of records.


STORAGE: Paper and electronic records.

RETRIEVABILITY: Information in donors of historical materials files may be retrieved by the individual's name or by the accession number assigned to the donation, or the database containing this information may searched via keyword or on any of the fields mentioned above.

SAFEGUARDS: During business hours, paper records are maintained in areas accessible to authorized NARA personnel. Electronic records are accessible via password-protected workstations located in attended offices or through a secure remote access network. After business hours, buildings have security guards and/or secured doors, and all entrances are monitored by electronic surveillance equipment.

RETENTION AND DISPOSAL: Some donor and historical materials files are permanent records and are transferred to the National Archives of the United States in accordance with the disposition instructions in the NARA Records Schedule (a supplement to the NARA Files Maintenance and Records Disposition Manual). Other files have temporary dispositions and are destroyed in accordance with the instructions in the NARA Records Schedule. Individuals may request a copy of the disposition instructions from the NARA Privacy Act Officer.

SYSTEM MANAGER(S) AND ADDRESS: The system managers for reference request files are:

  1. For files located in organizational units in the Office of Research Services: Executive for Research Services;
  2. For files located in a Presidential library: The director of the individual library;
  3. For files located in the Presidential Materials Division: Director, Presidential Materials Division;
  4. For files located in the Center for Legislative Archives: Director of the Center for Legislative Archives; and
  5. For files located in the NARA Historian's office: Chief Strategy and Communications Officer.

The business addresses for these system managers are listed in Appendix B.

NOTIFICATION PROCEDURE: People interested in inquiring about their records should Notify the NARA Privacy Act Officer at the address listed in Appendix B.

RECORD ACCESS PROCEDURES: People who wish to access their records should submit their request in writing to the NARA Privacy Act Officer at the address listed in Appendix B.

CONTESTING RECORD PROCEDURES: NARA rules for contesting the contents of a person's records and appealing initial determinations are found in 36 CFR part 1202.

RECORD SOURCE CATEGORIES: Information in donors of historical materials files may be obtained from: Donors; potential donors; NARA employees who maintain the files and handle solicitations, donations of historical materials, and oral history interviews; associates and family members of donors; associates of former presidents; and published sources.

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